Describe the vendor, systems, data, and teams involved. Makeform turns the brief into a vendor offboarding checklist with owners, due dates, evidence, dependencies, and sign-off.
Route completed tasks to Slack, Google Sheets, and Zapier.
Sample prompts for vendor exits
Choose a scenario, adapt it, or send the prompt to the Makeform builder. The structure is an example, not a live AI result.
Audience
IT, security, procurement, and finance owners
Format
Phased checklist with evidence and sign-off
Prompt size
326 chars
Example checklist structure
Phased checklist with evidence and sign-off
Vendor, service owner, and exit date
Accounts, SSO, API keys, and integrations
Data export and return status
Evidence links or files
Final owner approval
Suggested routing tags
Action required
Waiting on vendor
Ready to close
Record the access owner and revocation evidence; a checked box without a ticket number or confirmation leaves closure ambiguous.
Step 1
Scope
map services, people, systems, data, and assets
Step 2
Assign
give every exit task an owner and due date
Step 3
Verify
attach tickets, receipts, exports, and confirmations
Step 4
Close
resolve exceptions and record accountable sign-off
Why structure the exit
Access, invoices, property, and data sit with different teams. One checklist shows dependencies and gives the relationship owner a closure record.
Track SSO, accounts, API keys, VPN groups, badges, and credentials separately, with a ticket or confirmation for each revocation.
Name the person responsible for each action across procurement, IT, finance, and facilities.
Mark items complete, blocked, not applicable, or waiting, with a reason and revised due date.
Built for cross-functional closure
Group tasks by responsible team while keeping overall status visible to the vendor owner.
Confirm end dates, notice, renewal settings, open commitments, ownership, and replacement plans.
Inventory identities, devices, integrations, keys, and privileged paths; record revocation evidence.
Reconcile invoices, credits, purchase orders, deposits, expenses, and recurring payments.
Accept deliverables, transfer files, document issues, and decide whether service can close.
Offboarding workflow
Generate a tailored list, route each task to an owner, and keep exceptions open until closure.
Enter the vendor, service, owner, systems, sites, data, assets, dates, and teams.
Remove irrelevant tasks, add system-specific revocations, require evidence, and sequence dependencies.
Send each section to its team with the due date and escalation contact.
Review blocked or overdue items, record resolutions, and collect final acknowledgments after evidence.
Checklist vs email thread
The useful format shows ownership, evidence, dependencies, and unresolved exceptions together.
Field guide
Use these six sections, then tailor accounts, records, payments, property, and approvals to the relationship.
Relationship facts
Record the vendor, service, sponsor, procurement owner, contract, notice date, final date, and closure reason so teams use one timeline.
Identity and access
List users, shared accounts, SSO, VPN groups, API keys, service accounts, repositories, admin roles, badges, and keys. Give each an owner, time, and evidence field.
Data and records
Identify vendor-held records, choose the export format and destination, assign a recipient, check the transfer, and capture the vendor's deletion or return response.
Finance and commitments
Track final invoices, credits, deposits, purchase orders, prepaid balances, recurring charges, and disputes. Keep unresolved items visible without holding unrelated access work.
Assets and handoff
List devices, equipment, documents, source files, runbooks, open tickets, and scheduled work. Record condition, return method, recipient, and dependencies.
Evidence and closure
Capture status, owner, dates, evidence, and notes for each task. Summarize exceptions, name who accepts each residual issue, and preserve closure responses.
Related tools
Connect onboarding, access, account closure, data handling, and supplier review.
Capture setup owners, approvals, accounts, and dependencies.
Open toolCollect supplier contacts, capabilities, and routing details.
Open toolDocument integrations, owners, environments, and purpose.
Open toolRoute account closure with identity, owner, timing, and status.
Open toolStructure request scope, contacts, and response tracking.
Open toolRecord service feedback for future supplier selection.
Open toolFAQ
Practical answers for procurement, IT, finance, and business owners coordinating a supplier exit.
It is a shared record for ending a supplier relationship. It covers dates, access, data, payments, property, open work, evidence, exceptions, and closure responses.
Name one coordinator, then assign tasks to capable teams. Procurement confirms dates, IT revokes access, finance reconciles payments, facilities recovers badges, and the business owner accepts handoffs.
Start when the end date is known. Work backward from final service and access dates to allow time for exports, asset shipping, invoices, transition, and vendor dependencies.
Track SSO, local users, admin roles, VPN, API keys, service accounts, repositories, badges, and credentials separately. Capture owner, revocation time, status, and evidence.
Inventory records, specify format and destination, assign a recipient, and verify the export before access closes. Record return, retention, or deletion requests and responses.
Keep them blocked or waiting, explain the dependency, name the escalation owner, set a review date, and show who accepts any residual issue.
Yes. Makeform offers unlimited free forms and responses, so you can generate, edit, publish, and reuse the checklist without a response cap. The paid tier removes the Makeform badge.
Yes. Add conditional sections: API and data tasks for SaaS, contractor closure for staffing, source files for agencies, or site access and assets for facilities suppliers.
Close the relationship without losing the loose ends.
